How to choose the right Integrator for your property management system
As a growing property management business, adding new tech can feel like the next natural step.
The right integrations can absolutely supercharge your existing property management system.
Whether you’re looking to reduce admin, scale your rent roll or improve the customer journey, strategic integration is key.
In this guide, we’ll show you how to choose the right technology to enhance your cloud property management software and drive real results.
1. Start with a tech audit
Before adding anything new, you need to understand what you already have. A tech audit helps uncover overlaps, inefficiencies and missed opportunities within your current software stack.
Quick wins include connecting services you already subscribe to such as smoke alarm compliance and utility connections.
Not sure where to start? Hermione Gardiner’s Tech Audit Guide, included in her Sidekick setup package, is an invaluable resource.
It helps business owners map out existing tools, understand how they’re being used and highlight gaps or double-ups in functionality. By getting clear on what’s working (and what’s not), you can make more intentional integration decisions moving forward.
2. Consider your goal — not the tool
Before you can make a decision on what the best tool is for your business, you should first define your goals and what you wish to achieve with it.
Are you looking to reduce admin time, grow your rent roll, improve communication with clients or lift compliance confidence?
Your property management software integration should directly support these.
Establish your end goal early to guide your entire selection process.
Clarifying your ‘why’ will help narrow down integrators who are best equipped to help you meet those outcomes, and avoid being sidetracked by features that don’t serve your goals.
3. Calculate the cost vs benefit
Before committing to a new tool, run the numbers. Look at:
Time savings: How many hours per week will be saved? Multiply this by the team’s hourly rate to calculate real dollar value.
Integration cost: Consider the setup and ongoing subscription costs for the additional tech and whether the solution can scale with your growth.
Customer impact: Will this reduce response times or improve service quality? Could it result in more reviews, higher retention or referrals?
Future-proofing: Improving efficiency and modernisation of processes and becoming an agency of attraction.
It’s not just about ROI on paper, it’s also about perceived value to the client. If your integration creates a smoother, faster, more professional experience, that’s a long-term brand and revenue win.
4. Commit to a test period
Before diving into a full rollout, start with a small-scale implementation to test the integration in real-world conditions.
Choose a handful of properties or a specific team member to trial the solution and observe how it performs against your expectations.
- Does it actually reduce admin time?
- Is the user experience smooth?
- Are there any unexpected roadblocks or support gaps?
Testing in a controlled environment allows you to gather honest feedback, identify any issues early and refine your setup before rolling it out to your entire rent roll.
It’s the safest way to ensure the integration delivers what it promises, without disrupting your team or your clients.
5. Set a review period and tracking metrics
Even the best tools can fall flat without proper follow-up.
Set a review date (e.g. 60 or 90 days post implementation) and establish what success looks like. This will help you stay on track with optimising the new technology and reaching your goals.
Examples might include:
Team efficiency: Measure how many hours are being saved weekly and where they’re being reallocated (e.g. to growth activities, proactive service).
Customer outcomes: Use Net Promoter Score (NPS), CSAT surveys or online reviews to track the impact on client satisfaction.
Adoption rate: Check how widely and consistently the integration is being used across your team.
The key is to treat integration like an investment, not a set-and-forget tool. Review, refine and scale what works.
Assign a point person on your team to test the solution and gather feedback.
After the trial, review the outcomes honestly, then either commit long-term, adjust the setup or test a different provider.
Get started now, with the end in mind
he best integrations don’t just plug into your business they unlock it.
By starting with a clear understanding of your current setup, aligning tools to specific business goals and setting smart tracking metrics, you’ll set your agency up for long-term efficiency and growth.
See which property management tech integrations can help promote your agency growth today.
